Microsoft for enterprises Office 365 Walkthrough Guide

Microsoft Office 365
for Enterprises
Beta Walkthrough Guide
Microsoft Office 365 for enterprises | 1
Contents
Introduction ..................................................................................... 3
Why Office 365 for Your Organization ................................. 3
Overview of Services Provided by Office 365 .................... 4
Help Resources ............................................................................... 6
This walkthrough guide
provides a step-by-step
overview of Microsoft
Office 365 for
enterprises. This guide
was written as a
companion to the Office
365 for enterprises beta.
Walkthrough 1: Sign Up and Get Started With Your
Office 365 Beta Account ............................................................. 7
Walkthrough 2: E-Mail, Calendar and Contacts ............. 19
Walkthrough 3: Storing and Sharing Documents With
SharePoint Online Team Sites ............................................... 23
Walkthrough 4: Exploring Office Web Apps and Using
Team Sites with Microsoft Office ......................................... 39
Walkthrough 5: Databases...................................................... 43
Walkthrough 6: Instant Messaging, Video Chat and
Online Meetings.......................................................................... 48
Walkthrough 7: Support and Community ........................ 57
Microsoft Office 365 for Enterprises | 2
Introduction
Microsoft Office 365 for enterprises is a set of Web-enabled tools that lets you access
your e-mail, important documents, contacts and calendars from virtually anywhere
and on almost any device. With a range of subscription plans designed to meet the
needs of businesses of all sizes, the service brings together online versions of the best
communications and collaboration tools from Microsoft plus Microsoft Professional
Plus. Office 365 works seamlessly with the programs you already know and use —
Microsoft Outlook, Microsoft Word, Microsoft Excel and Microsoft PowerPoint. This is
the much-anticipated cloud service that gives enterprises the capabilities and
efficiencies to grow and target more rapid success.
Powerful security features from Microsoft help protect your data, and when the
service is released for general availability, it will be backed with a 99.9 percent uptime
guarantee. Office 365 was designed to give enterprise IT departments the control they
need over policies and configuration, while leaving server maintenance and upkeep to
Microsoft.
Why Office 365 for Your Organization
Virtually Anytime, Anywhere Access
Office 365 helps you access your e-mail, important documents, contacts and calendar
on nearly any device from almost anywhere. It frees you to work where and when you
choose, allowing you to respond to important requests right away, no matter where
you are. Because you can use your mobile device to access e-mail and documents,
you won’t have to hurry back to the office (or look for a Wi-Fi hot spot if you are
using your computer). When traveling, you can access your e-mail and even edit
online documents from most popular Web browsers.1
Easy to Use
Office 365 is easy to try, simple to learn and straightforward to use. It works
seamlessly with the programs you know and use most, including Outlook, Word, Excel
and PowerPoint. With Office 365, you can choose which tools to use.
Improved Collaboration
With Office 365, you can create a password-protected portal to share large, hard-toe-mail files both inside and outside your organization, giving you a single location to
find the very latest versions of files or documents, no matter how many people are
working on them.
Security and Reliability
Powerful security features from Microsoft help protect your data, and Office 365 will
be backed with a 99.9 percent uptime, financially backed guarantee when
Access from mobile devices requires Wi-Fi capability or depends on carrier network
availability.
1
Microsoft Office 365 for Enterprises | 3
commercially released (general availability). Office 365 helps safeguard your data with
enterprise-grade reliability, disaster recovery capabilities, data centers in multiple
locations and a strict privacy policy. It also helps protect your e-mail environment with
up-to-date antivirus and anti-spam solutions.
Overview of Services Provided by Office 365
E-Mail, Calendar and Contacts
Office 365 provides you with access to e-mail, calendar and contacts from virtually
anywhere at any time on desktops, laptops and mobile devices — while helping to
protect against malicious software and spam.

Easily manage your e-mail with 25GB mailboxes, and send e-mails up to
25MB in size.

Work from almost anywhere with automatically updated e-mail, calendar
and contacts across devices you use most, including PCs, Macintosh
computers, iPhone, Android phones, Blackberry smartphones,2 Microsoft
Windows Mobile and Windows Phones.3

Connect with Microsoft Outlook 2010 or Office Outlook 2007 and use all of
the rich Outlook functionality you already know and use, whether you are
connected to the Internet at home or in the office or are working offline.

Access your e-mail, calendar and contacts from nearly any Web browser
while keeping a rich, familiar Outlook experience with Outlook Web App.

Use your existing domain name to create customized e-mail addresses
powered by Exchange Online (e.g., [email protected]).

Easily schedule meetings by sharing calendars and viewing them side by
side, seeing your colleagues’ availability and suggested meeting times from
your calendar.

Help protect your organization from spam and viruses with Microsoft
Forefront Online Protection for Exchange, which includes multiple filters and
virus-scanning engines.
Team Sites and Public Websites
SharePoint Online helps you create sites to share documents and information with
colleagues and customers. It lets you do the following:

Work together effectively by sharing team documents and tracking project
milestones to keep everyone in sync
Users of Blackberry Internet Service get push e-mail and can add calendar and contacts to their
Blackberry device through a wired sync with Outlook on the PC.
3
Access from mobile devices depends on carrier network availability.
2
Microsoft Office 365 for Enterprises | 4

Keep your team’s important documents online so the latest versions are
always at hand

Provide all team members with online access to critical business information
whenever and wherever they need it

Easily protect critical business information by controlling who can access,
read, and share documents and information

Share information with people outside your organization, including
customers and business partners
Office Web Apps
Office Web Apps are convenient online companions to Word, Excel, PowerPoint and
Microsoft OneNote that offer you an easy way to access, view and edit documents
directly from your Web browser.

Simultaneously edit Excel spreadsheets and OneNote notebooks with others
in real time and see exactly who is editing and viewing your documents.

Access and view files from your mobile device.

View documents in high fidelity.

Ensure that viewers see files with consistent formatting when moving
between Office Web Apps and desktop Office applications.
Instant Messaging and Online Meetings
Microsoft Lync helps you find and quickly connect with the right person from within
the Office applications you already use.

Find and connect with colleagues and customers from virtually anywhere via
rich presence, instant messaging, audio-video calls and online meetings

Use the presence indicator to see when co-workers and partners are online
and available

Make PC-to-PC voice and video calls with colleagues and customers

Conduct rich online meetings — including audio-, video- and
webconferencing — with people both inside and outside your organization

Share your desktop, online whiteboards and presentations with colleagues
and partners inside and outside your organization

Click to communicate with other users of Office 365, Microsoft Windows Live
and MSN Messenger
Office Professional Plus
Microsoft Office 365 for Enterprises | 5
With Office Professional Plus, your people are equipped with powerful ways to do
their best work from more places—whether they’re using a PC, phone, or web
browser. As part of Office 365, Office Professional Plus delivers the complete, familiar,
and intuitive applications you need to keep your business connected.






Master your Inbox and calendar with Conversation View and other advanced
management tools in Outlook
Leverage the power of business and social networking right within Outlook
with the Outlook Social Connector
Collaborate with control and confidence with co-authoring
Instantly share slideshows, across town or around the world with PowerPoint
Broadcast Slide Show
Create presentations that are as brilliant to watch as they are easy to create
with new video and photo editing tools in PowerPoint
Quickly work with hundreds of millions of rows of data in Excel. Transform
enormous quantities of data into meaningful information
Help Resources
If you have any questions or concerns during the sign-up
process, please contact Kara Berman
([email protected]). Many answers can also be
found in Office 365 Help and Office 365 Community.
Office 365 Help
Help and how-to information for
Office 365
Office 365 Quick
Start Guide
Get started with mail, contacts,
calendar, instant messaging and
document sharing
About Administering
Your Account
Get started with service
administration and user management
tasks
Contains forums (monitored by
members of the Office 365 Support
team and program participants)
where you can ask and receive
answers to your questions, report
service issues, bugs and
suggestion, and read the Office
365 Beta blog and wiki.
Office 365 Community
Microsoft Office 365 for Enterprises | 6
Walkthrough 1: Sign Up and Get Started With Your
Office 365 Beta Account
Sign Up and Access Your Beta Account
Sign up for your beta account by accessing the URL that Microsoft provided to you.
Please note that this URL can only be used to create a single Office 365 for
enterprises beta account. You will need a separate URL to create an Office 365 for
professionals and small businesses account should you want to do so.
Once you have accessed the URL, enter your country or region, language, name,
organization, e-mail, and the name you want for your new subdomain on the Office 365
beta service:
Click on Check Availability to confirm that your preferred subdomain name is
available. Office 365 also enables customers to add a professional domain (such as
cohovineyard.com) that they own. The professional domain can be used with e-mail and
Web addresses. You may consider this a temporary address.
Next, enter a name for your Microsoft Online Services ID and select a strong password:
Microsoft Office 365 for enterprises | 7
You will be prompted to enter verification text from a picture depicting numbers
and/or letters. Next, decide if you want to receive offers from Microsoft and
Microsoft partners and then click on the I accept button at the bottom of the page to
create your account.
After you successfully sign up, you will receive a welcome e-mail that will tell you
how to access your Office 365 account.
If you have any questions or concerns during the sign-up process, please contact Kara
Berman ([email protected]). You can also call the Sign-Up Support team at
(866) 676-6546 between 9 a.m. and 5 p.m. Pacific Time.
Office 365 Beta Prerequisites
It is recommended that you download and install these in order:
1. Microsoft Office Professional Plus (Recommended)
IMPORTANT: Read all the notes below before installing.
Microsoft Office 365 is designed to work seamlessly with Microsoft Office 2010
and 2007. For the best experience, we recommend installing Office Professional
Plus, which is included in the beta subscription.

Be sure to back up all your important data before participating in this
beta program.

It is not required to uninstall versions of Office before Office 2010,
such as Office 2007 or 2003, before installing Office Professional Plus.
Office 2010 will need to be uninstalled to use the Office Professional
Plus full product.

If you are offered an upgrade upon installation, Office Professional Plus
(with the exception of Microsoft Outlook and Microsoft SharePoint
Workspace) can co-exist with previous versions of Office by selecting
that option from within the Customize menu. Microsoft Outlook and
Microsoft SharePoint Workspace cannot co-exist with previous versions, so
you will need to select one version of the program to have installed on
your computer.
Microsoft Office 365 for Enterprises | 8




Before installing Office Professional Plus, please be sure you have the
CD-ROMs/DVDs and product keys necessary should you later choose to
reinstall your current version of Office.
If you choose not to install Office Professional Plus, you can still
participate in the beta; however, you will not be able to complete all
the walkthroughs that involve using the Office applications with Office
365.
Please review Microsoft Office Professional Plus system requirements.
See additional information in our Frequently Asked Questions.
2. Using Office Desktop Applications
For the best experience with Office 365, a set of required components and
updates must be applied to each workstation. To simplify the installation and
maintenance of these components and updates, Microsoft provides an installable
piece of software — called Office desktop set up — at no charge. These updates
are required for all workstations that use rich clients (such as Microsoft
Office 2010) and connect to the Microsoft Online Services.
Office desktop set up provides multiple benefits, including these:

Preparing PCs to connect to Office 365 by applying required updates

Configuring Outlook and Microsoft Lync for use with Office 365
See also: Troubleshoot installation issues for Services Connector
3. Microsoft Lync
With Lync, you can exchange instant messages, initiate audio and video
webconferences, and see presence information for your colleagues. You can also
set up Lync to enable users to communicate with others outside your
organization who use Office 365 or Windows Live Messenger.
Getting Started With the Office 365 Beta
Explore the Admin and Home pages
The Office 365 Admin page will help you navigate many of the important administrative
functions of the service. The Home page, available to both admin and nonadmin users,
will help you navigate many of the services included in Office 365. Please familiarize
yourself with these pages as they are the starting point for completing many common
tasks in the service.
Log on to the Office 365 service, and click on the Admin and Home links at the top of
your screen:
Note: If the Outlook and Team Site links are dimmed as shown above, these features are
still being configured. Check back or reload the page in a few minutes. For a complete
list of known issues, please view the Release Notes for Office 365 Beta for
enterprises (English).
Verify That You Have Access to Your E-Mail, Team Site and Microsoft Lync
E-mail
Access your new Microsoft Office 365 e-mail inbox in your browser through the
Microsoft Outlook Web App, a Web-based version of Microsoft Office Outlook. In
Walkthrough 2 (below), you will learn how to access your Office 365 e-mail through
your Outlook desktop application. All users will have a free noncustom e-mail address
(e.g., [email protected]). Customers will have the option to use their
existing domain name to create professional e-mail addresses (e.g., [email protected]).
Microsoft Office 365 for Enterprises | 9
1. Click on Inbox on the Home page:
2. You will be prompted to select your language, time zone and whether you want to
use accessibility features.
3. Make your selections, and click on OK to access your Inbox.
Team site
The Office 365 Microsoft SharePoint Online-based team site makes collaboration easier
with a password-protected portal to share large files both inside and outside your
organization. Please verify that you can access your team site from within the Web
browser.
Click on Team Site on the Home page.
Note: If the Team Site link is dimmed, this feature is still being configured. Check
back or reload the page in a few minutes.
Microsoft Lync
Microsoft Office 365 for Enterprises | 10
With Lync, users can send and receive instant messages, conduct PC-to-PC audio and
video calls, conduct online meetings with up to 50 participants, and view presence
information for their colleagues.
Launch the Microsoft Lync 2010 desktop application, and sign in to the service.
Please note: If you have not installed Lync, please follow the instructions in
Office 365 Beta Pre-Requisites above.
Add a new user to your account
Create a new user on your account. Save the information for the new user, making a
note of the ID and password assigned to the user. We recommend that you set up a new
user as a test, but you should also feel free to create new users for colleagues in
your organization who would like to test Office 365.
1. On your Admin page, click on Users under Management on the left side of your
screen.
2. Now click on the New button and select User.
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3. Next enter the name, display name and user name for the account you're
creating.
4. Optionally, you can add any of these Additional properties by clicking on the
blue arrow to expand the entry fields list. Adding this information can help
users in large organizations better understand where others fit in the
organizational structure.
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5. When you are done, click on Next to review Settings.
6. Leave Assign permissions set to No unless you want to grant this user
administrator privileges. At minimum, you need to select a user location here
and then click on Next to review Licenses.
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7. To provide the new user with the fullest experience with e-mail, SharePoint and
Lync, you must check the box next to Microsoft Office 365 Plan E3 to assign a
license. Optionally, you may choose to assign Office 365 Plan K1 instead. This
limited-functionality plan is designed for the kiosk worker — someone who
shares a computer and uses it less than 10 percent of the work day, such as a
factory floor worker, delivery driver or retail clerk. Click on Next to assign
a password.
8. Here you can enter up to five e-mail addresses to send the new user's temporary
password. By default, your e-mail address is prepopulated so that you will
receive a copy to provide to the user. Add any additional e-mail addresses
separated by semicolons (up to five recipients total), make sure the Send email box is checked and click on Create. This will open a summary page
confirming that the account was created and showing you the temporary password.
Note: If you have a number of users to add, you can use the Bulk add users
option. This will prompt you to download and populate a comma-separated values
text file containing all your user data, which you then upload and configure.
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Many large organizations manage their users with an on-premises installation of
Active Directory. Those organizations will likely use Active Directory
synchronization, so they can continue to manage their users via Active
Directory. If you have an Active Directory forest, and would like to test
synchronization, use the links on the Users page to learn about and configure
Active Directory synchronization and single sign-on.
Edit the new user’s settings, and reset the user’s password
Make edits to the user that you created in the previous task. Assign administrator
permissions to the user, and add an office phone number to his or her user properties.
Also, try resetting the user’s password. Be sure to make a note of the new password.
1. On the Admin page, click on Users under Management on the left side of your
screen. Locate the user that you want to manage.
2. Click on the user's name to make changes to properties, licenses and other
settings. To make the user an administrator, go to the Settings section, click
on the Yes radio button under Assign permissions and confirm the e-mail address
for service notifications.
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3. To add details such as an office phone number, click on Properties.
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4. When you're done making changes, click on the Save button at the bottom of the
page.
Add a Security Group
Security Groups let you apply policies to groups of users easily. For example, you may
want to have different mobile device access policies for your sales staff and your
finance team.
1. On your Admin page, click on Security Groups under Management on the left side
of your screen.
2. Click on New. You will be prompted to provide some information about the group.
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3. Click on Save, then select which users you want to be included in the group.
4. Click on Add to add the selected users to the group.
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Later, you can use this group to grant access to SharePoint Online sites.
Walkthrough 2: E-Mail, Calendar and Contacts
Connect Your Office 365 E-Mail to Your Outlook Desktop Application
Microsoft designed Office 365 to work with the functionality of your desktop version
of Outlook e-mail, calendar and contacts. You can set up your Office 365 e-mail to be
accessed through your Microsoft Outlook desktop application or through Microsoft
Entourage 2008 for Mac.
1. In Outlook 2010, open the File tab and click on the Add Account button.
2. This opens the Add New Account dialog box.
Microsoft Office 365 for Enterprises | 19
3. Enter your e-mail address and password, and click on Next. When the account is
done auto-configuring, click on Finish.
Set Up and Access E-Mail, Calendar and Contacts on a Mobile Device
Office 365 gives you anywhere-access to your e-mail, important documents, contacts and
calendar on nearly any device — including iPhone, Android, BlackBerry,4 and Windows
Mobile phones. Office 365 also automatically updates your e-mail, calendar and
contacts across supported devices.5 For assistance, read the Connecting a Mobile
Device to Email in Office 365 Beta help article.
Access and Send E-Mail Through Outlook and Outlook Web App
Microsoft Outlook Web App is a Web-based version of Outlook that provides the
familiar, rich functionality and experience you are accustomed to from the desktop
version of Microsoft Outlook. If you are limited by low bandwidth, Outlook Web App is
optimized so it minimizes data and bandwidth use. Cross-browser support for Safari,
Firefox, Chrome and Internet Explorer ensures that wherever you are connected to the
Internet — at home, at the office or on the road — you can access your e-mail once
you’ve followed the steps above to add your account.
Log-in to Office 365, and click on Outlook at the top of the screen to access
Outlook Web App or launch your Outlook desktop application.
Share Calendars Through Outlook or Outlook Web App and Send a Meeting Request
4
Users of Blackberry Internet Service get push e-mail and can add calendar and contacts to their Blackberry device through a wired
sync with Outlook on the PC.
5
Access from mobile devices depends on carrier network availability.
Microsoft Office 365 for Enterprises | 20
Sharing calendars with colleagues makes scheduling easier with the ability to see
colleagues’ availability from your Outlook calendar. When you set up a meeting request
in Outlook or Outlook Web App, you can use the calendar to see your schedule and to
find times that your colleagues are available as well. You can choose to share only
whether you are available or not, or the details of your calendar appointments. Note:
You can only see the availability of your colleagues who are also on your Microsoft
Office 365 Beta accounts. You can still send a meeting request to anyone, but you
won't see their free/busy information unless they are in the beta and have been added
as users for your organization.
In Outlook or Outlook Web App, create a new meeting request. You will be able
to view the calendars of any users that you have created in Office 365 by
adding them to the meeting request and clicking on Scheduling Assistant.
Configure Mobile Device Policy in Exchange Online
Many enterprises enforce security policies on mobile devices that connect to the
corporate e-mail system. With Office 365, IT is in control of this and many other
Exchange Online policies and configurations. Follow these steps to set a mobile device
security policy.
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1. From the Admin Overview page, click on Manage under Exchange Online.
2.
Click on Phone & Voice, then on Active Sync Device Policy.
Microsoft Office 365 for Enterprises | 22
3.
Click on New to create a new policy. Choose policy settings, such as Require a password.
Walkthrough 3: Storing and Sharing Documents
With SharePoint Online Team Sites
Explore the Navigation of Your Team Site
Office 365 makes it easy for you to share documents with colleagues, customers and
partners both inside and outside your organization through SharePoint Online. The team
site page will help you navigate many of the important benefits and capabilities of
SharePoint Online. Please familiarize yourself with the navigation “ribbon” at the top
of your screen. The buttons you use to perform the most common team site actions are
found here.
Log in to Office 365 and click on Team Site. Explore the navigation ribbon at
the top of your screen. Click on the Page tab to open editing tools.
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The buttons you use to perform the most common action are found here. Try making the
following basic changes to your team site:
Change the Color and Size of the Text
1. Click on the Edit button or icon on your navigation ribbon to open the Editing
Tools.
2. Select the text you want to change and then click on the Font Size selector on
the ribbon.
3. To change the color, select your text and click on the Font Color selector.
Add an Image to the Page
1. While still in Edit mode, click in the body of the page where you want to add
the image. Click on the Insert tab and then on the Picture button.
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2. Select the source of the picture you want to add — for example, From Computer —
to open a dialog box that lets you browse or paste the address of the image
file.
Add a Table to Your Page
1. This is similar to adding a picture. While in Edit mode, click in the body of
the page where you want to add the table. Click on the Insert tab and then on
the Table button.
2. Now select the dimensions you want from the drop-down menu and click to insert
it.
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When you're done making changes to your team site page, click on the Save icon or go
to the Format Text tab and click on Save & Close. If you do NOT want to keep your
changes, click on the Check Out button and select Discard Check Out:
Upload a Document to Your Team Site
A team site gives your organization a single, password-protected location to find the
very latest file or document version. Once you upload a document to a team site, you
can access it from your Web browser, Microsoft Office desktop applications and
supported mobile device.
1. On your Team Site, click on Site Actions and select New Document Library.
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2. Give your library a Name and optionally add a Description and adjust any
settings.
3. Click on Create and then on Add document when your library appears.
4. Add any file from your desktop and then click on OK.
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Enable External User Access in SharePoint Online
Businesses often need to share some information with external customers and partners,
but keep other information secure inside the organization. With SharePoint Online,
administrators can configure which site collections are allowed to be accessed by
external users.
1. From the Admin Overview page, click on Manage under SharePoint Online.
2. In the new browser tab that opens, click on Manage Site Collections.
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3. Select the site collection for which you want to change the external user
settings.
4. Click on Settings, then on Manage External Users.
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It is recommended that you download and install these in order:
While you are in the SharePoint Online Administration Center, explore the other
capabilities available to enterprise administrators, such as these:

The Term Store, which enables organizations to define a common set of metadata
terms

User Profiles, where administrators can configure user information, including
user profiles, organization profiles and My Site settings

InfoPath Forms Services, where administrators can configure browser-based forms
capabilities
Share Your Team Site Outside Your Organization
As an administrator, you can grant access to users both inside and outside your
organization to view and make changes to documents and data. By default, users within
your organization will be granted access to your team site. Use an existing non-Office
365 e-mail account (e.g., Yahoo, Gmail or Hotmail account) to test sharing your team
site with a user outside your organization.
1. In your team site, click on Site Actions in the top-left corner of your screen
then click on Site Settings.
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2. Click on External user permissions under Users and Permissions.
3. Type the nonemployee e-mail address in the Users field, select a permission
level, type a message, then click on OK.
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4. Verify that the external user can access the team site. Then send the user a
link to the document you uploaded in the task above and start collaborating.
Remove a User From a Team Site
1. Click on Site Actions and then on Site Settings.
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2. Click on Site permissions under Users and Permissions.
3. Find the user you want to remove, click on the checkbox next to the name, click
on Actions and select Remove Users from Group.
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Create a List Then Create a New View of This List
You can create a list on your team site to store, share and manage team information.
For example, you can create a task list to track work assignments or track team events
on a calendar. Try creating a basic task list on your team site.
1. On your Team Site, click on the Site Actions menu and then click on More
Options.
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2. Click on List on the left navigation, and choose the type of list you want to
create and give it a title.
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3. Click on Create.
4. You can now add list items, configure different views on this list, set up
alerts, subscribe via RSS, and take the content offline with Office.
Create a New Team Site
You can create a new team site for a specific team or project. There are several types
of site templates to give you a head start on creating a new site.
1. On your Team Site, click on the Site Actions menu and then click on New Site.
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2. Choose the Express Site for a basic Team Site or click on the Browse All tab
for a variety of site choices including Document Workspace, Meeting Workspace,
Blog, and more.
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3. Make your choice, enter a title and URL name, and click on Create.
View Your Team Sites on Your Mobile Device
You can view your SharePoint Online team sites from your mobile device browser.
SharePoint Online supports mobile access to SharePoint pages and list data. Users of
mobile devices navigate to the same URLs as do users of desktop browsers. The mobile
device is automatically redirected to a version of the page that is optimized for
mobile devices.
You can access a mobile page of an Office 365 site through an ordinary Web
browser, such as Internet Explorer, by appending “?Mobile=1” to the end of the
URL of the page.
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Walkthrough 4: Exploring Office Web Apps and
Using Team Sites with Microsoft Office
Edit a Document on Your Team Site Using Office Web Apps
With Office 365, you can view and edit Microsoft Word, Excel, PowerPoint and OneNote
documents directly from your Web browser using Office Web Apps. Office 365 is the only
set of Web-enabled tools designed to be fully compatible with Microsoft Outlook, Word,
PowerPoint and Excel. Open one of the Office documents that you uploaded to your team
site in high fidelity, and update it with Office Web Apps.
1. Go to your team site, and click on one of the Office documents you uploaded to
open it, or hover over the title and select View in browser or Edit in browser
from the drop-down menu.
If you just click on the document in SharePoint, the default behavior is for
the document to open in reading view. You will notice that the document looks
exactly as intended. When you switch to Editing view, the document might
change. However, the content is not altered. The paramount design goal for the
Office Web Apps was to provide people with consistent, high-fidelity
experiences. . Documents maintain integrity of content, features and
formatting, no matter which Office application they were created in or shared
with (desktop, Web or mobile). They may look slightly different in different
experiences because of different feature sets, but the information and
structure are maintained.
2. Make some edits, and note that the file is being auto-saved as you work.
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Simultaneously Edit a Document With a Colleague (Co-Author) Using Office Web Apps
Office Web Apps allow you and your team to simultaneously edit the same spreadsheet or
OneNote notebook from your individual locations. For example, you can work on one
section in an Excel spreadsheet while a colleague works on another section in the same
file at the same time.
1. If you haven’t already, add a colleague as an Office 365 user using the steps
outlined in Walkthrough 1 above.
2. Add an Excel spreadsheet or a OneNote notebook to your team site then try to
edit the file at the same time as your colleague. Note that as you work, you
can see your colleague’s name within the document and the area the colleague is
working on.
Add a Shortcut to a SharePoint Library in Microsoft Office
You can open, edit and save documents that are stored in your SharePoint Online team
site’s document library directly from your Microsoft Office desktop applications by
creating a shortcut to a SharePoint library in Microsoft Office.
1. In your team site, click on Documents. If you don't have a Documents Library,
follow the steps in Walkthrough 3 to create one.
2. At the top of your screen, click on Library under Library Tools.
3. Click on Connect to Office in the ribbon at the top of your screen.
Access Team Site Documents Offline Using Microsoft SharePoint Workspace 2010
Microsoft SharePoint Workspace 2010 is available in Office Professional Plus.
Workspace 2010 allows you to work with your SharePoint team sites, document libraries
and lists when you’re offline by creating a synchronized copy of your team site on
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your computer. Synchronization of changes between your computer and the SharePoint
server are handled smoothly and efficiently — only transferring the changes that
you’ve made, not the entire document each time.
1. In your team site, click on Site Actions and then click on Sync to SharePoint
Workspace.
2. If SharePoint Workspace 2010 does not open, you may need to run and configure
it. Open your Windows Search box and type “SharePoint” to locate it. Once it's
set up, try again.
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3. Once the site is initially synchronized on your desktop, try adding new
documents or list items from within SharePoint Workspace 2010 and note how they
automatically synchronize back to the team site.
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Walkthrough 5: Databases
Publish a Microsoft Access Desktop File as a SharePoint Online, Web-Based Database (List)
Access 2010 is a database application included in Office Professional Plus, which you
downloaded in Walkthrough 1. You can use Office 365 to publish Access databases to
your SharePoint Online environment, allowing you to securely share your data with
others, view and edit your database directly from your Web browser, and create
database applications that don't require Access on the desktop to use.
1. Start Access 2010, click on the File tab and open a database such as the sample
Wine Inventory Database.
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2. Go back to the File tab, and click on Save & Publish on the left navigation and
then select Publish to Access Services.
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3. Enter the URL path to your team site. Be sure to omit any filenames and
unnecessary paths
For example http://cohovineyard.spoppe.com/TeamSite/SitePages/Home.aspx would
be shortened to http://cohovineyard.spoppe.com/TeamSite.
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4. Click on the Publish to Access Services button. Once complete, the SharePoint
Online database becomes the primary source of data and the desktop copy remains
in sync but is no longer primary (it’s secondary). Visit your team site, and
click on and select View All Site Content.
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5. Scroll down to Sites and Workspaces and click on the name of your database to
open it.
6. Click on Options at the top to Share Site and adjust Site Permissions and
Settings.
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Once granted access, users can view, edit and search the database from
anywhere.
Walkthrough 6: Instant Messaging, Video Chat and
Online Meetings
Sign In to the Microsoft Lync Client
Microsoft Lync Online is a next-generation online communications service that connects
people in new ways, anytime from virtually anywhere. Lync Online provides rich and
intuitive communications capabilities including presence, instant messaging, audiovideo calling, and a rich online meeting experience that supports audio-, video- and
webconferencing.
1. Launch Lync 2010, which you downloaded in Walkthrough 1. Enter your credentials
and then click on Sign In.
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You may be prompted to install additional software to sign in to Office 365.
This additional piece of software is the Office desktop setup described in
Walkthrough 1. If prompted, install it then click on Sign In again.
2. Set your presence so that your colleagues know you’re available.
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3. Click on the default photo to add a custom photo and personalize your contact
information.
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Locate and Organize Your Contacts
You can search for contacts by title, team or other keyword as well as name. You can
organize them in handy groups and display them in a variety of ways, including their
current status (such as “online” or “away”) or their relationship to you (such as
“colleagues” or “friends and family”).
1. Use the Find a contact search box to locate a person in your organization that
you’d like to add to your Contact List.
2. Click on the Plus Sign next to that person's contact to add him or her to a
group.
3. Then add the contact to a group that corresponds to how you work.
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Send an Instant Message to One Contact and Then Add More People to the Conversation
Once you’ve located a contact and seen that he or she is available, it’s simple to
instant message that person then add additional people to the conversation as needed.
1. Double-click on a contact to start an instant messaging session.
2. Drag another contact from your company to add to the conversation. Note: You
can only communicate one-on-one with Windows Live Messenger contacts. You will
not be able to drag other Windows Live Messenger contacts into an existing
instant messaging conversation.
Initiate an Instant Messaging Conversation From SharePoint Online, Outlook Web Apps or Office
Your Contact List — as well as Lync features such as the presence indicator, instant
messaging and screen sharing — are now directly accessible from Outlook, Word,
PowerPoint, Excel and SharePoint Online team sites. This enables you to see the
presence of those you are working with and quickly start collaborating with them
without having to change applications.
1. When viewing e-mail messages (including in the Preview pane), you’ll see
presence for contacts in the From, To and CC fields. Pointing to or rightclicking on the contact displays the contact card and available commands.
2. Try sharing your desktop or starting a video call or online meeting.
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Schedule an Online Meeting
Microsoft Lync Online makes it easy for users to create, moderate and join conferences
with internal and external users. A rich user experience and a unified interface make
it easy for workers to collaborate frequently and effectively, even when time or
distance prevents in-person meetings. With Lync Online, it’s easier to schedule an
online meeting and invite additional people once the meeting has started. Participants
now have a “lobby” in which to wait until the meeting organizer arrives, and the
organizer has new ways to ensure a smooth and productive meeting. You’ll be able to
collaborate on a file or whiteboard, share a view of your desktop, deliver a
PowerPoint presentation, and much more.
Further, there are two new meeting applications so that your out-of-organization
contacts can fully participate in your online meetings: Lync Web App and Lync
Attendee. Use the Online Meeting Add-in for Microsoft Outlook (which was installed
with Lync 2010) to set up a meeting with colleagues in different locations and
organizations.
1. In Outlook 2010, click on the Home tab, click on New Items, then click on
Online Meeting.
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2. If you already have an Outlook appointment or meeting request open, you can
make it an online meeting by clicking on the Online Meeting button.
Conduct a Meeting
As the meeting leader, you can control who enters the meeting and who has permission
to share content. The meeting conversation window is designed to help you lead
presentations and keep the meeting on course.
Note: Meeting participants inside and outside your organization will have access to
audio and video during the meeting through their PCs. Dial-in conferencing requires a
separate agreement with an audioconferencing provider. Additional information
concerning dial-in conferencing will be made available later in the beta program.
In the Outlook invitation, click on Join online meeting or the meeting link. You can
also join a meeting by clicking on the Join Online button in the Outlook pop-up
Meeting Reminder.
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Enable Domain Federation and Public Instant Messaging in Lync Online
By default, Lync Online allows your users to find and communicate only with each
other. With domain federation, you can enable your users to communicate with others
who are using Lync Server on premises. The public instant messaging settings let you
control whether your users can connect with friends and family using Windows Live
Messenger.
1. From the Admin Overview page, click on Manage under Lync Online.
2. In the new browser tab that opens, click on Domain federation.
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3. Click on Edit, then choose the appropriate setting and click on OK:
4. To change your public instant messaging settings, click on Public IM at the top
of the control panel, then click on Enable.
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Walkthrough 7: Support and Community
Explore Support and Community
Enterprise administrators need enterprise-class, IT-level support. When it is
generally available, Office 365 will include 24x7 online and phone support for
administrators. In the beta, support is limited.
1. On your Admin page, click on Overview under Support on the left side of your
screen.
2. Note that links to solutions for the most common issues are provided.
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3. To find answers to questions you have about Office 365, search help and
community.
4. Microsoft partners can provide Office 365 customers with administrative help.
This is called delegated administration. From the support page, the
administrator can manage which partners are authorized as delegated
administrators.
Check Service Health
When users call the help desk with an issue, it’s important for the administrator to
know whether there is a problem with the Office 365 service. The service health page
helps administrators troubleshoot issues, by providing a view into the status of
services in their regional data centers.
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